User Guide. Schmooze Com Inc.

Transcription

1 Schmooze Com Inc.

2 Chapters Overview Main Landing Page Add a Reminder Manage Recipients Reporting Overview The Appointment Reminder module is a unique way to automate Appointment Reminders. By simply specifying names and numbers to be called, the PBX will automatically call at specified times and allow reciepents to confirm, cancel, and reschedule appointments. The module gives you the flexibility to control all details of the calls from; concurrent rates to retry attempts and days ahead to notify. You have the ability to load a CSV list of numbers to call, or even add numbers and names manually. On the fly modifications can be made to any Appointment Reminder list.

3 Appointment Reminders When clicking on the Appointment Reminder module in your PBX admin GUI you will see the following: Appointment Reminder Status summary Overview Add a reminder Edit reminders Manage recipients Reporting Reminder Current status Complete Running (disable) 0% Dr. Preston Running (disable) 100% Global settings Maximum calls: Save settings On the left we see the status of any Reminders we created and we can also set the Maximum Calls, so that all reminders combined will not exceed at any one time. Status summary Reminder Current status Complete Running (disable) 0% Dr. Preston Running (disable) 100% Global settings Maximum calls: 4 Save settings

4 On the right we see the following: Overview- This is the main landing page that will show the status of all reminders created. Add a Reminder- Press this to add a new Reminder. Manage Recipients- Press this to manage the Recipients for an already added Reminder. Reporting- Download CSV reports on any currently created reminder. Overview Add a reminder Edit reminders Manage recipients Reporting Add A Reminder Click on the Add a Reminder option on the right. Reminder Settings Name - This is the unique name for our Appointment Reminder. We have selected Dr Office Demo. Enabled - This is set to YES. This means that the Appointment Reminder will run as scheduled. Note: You can easily disable an Appointment Reminder by simply toggling this option to NO. Daily Start Time - Here we set the time of day that we want the Appointment Reminder to start. We have set ours to 9am. Daily End Time - This is the time of day we want our Appointment Reminder to stop. We have set this example to 4pm. Max Advance Notice - This is the field that we will use to select how many days ahead of the scheduled appointment we want to place a reminder call. We have selected two days. Retry Count - Here we can instruct the Appointment Reminder how many times to retry a recipient if it is unable to reach them. In this example we set the retry count to two. Retry Delay - We can use this field to specify how long between a failed attempt to retry and reach that recipient. We set our retry delay to three hours. Note that if the three hour retry land after the appointment reminders daily endtime the reminder will be attempted again the following day.

5 TTS Engine - This is the text to speech engine used. Unless you are an advanced user this should be set to the default of flite. Fixed Caller ID - This is the phone number that the call should appear to come from. For example we are using the Doctor's Office main number for easy identification by the recipients. Caller ID Name - This is the name that should be used for internal reminders. Outbound CID Mode - We can set this to fixed to use what we specified or default to use the system default. Add a reminder Name: Enabled: Daily start time: Daily end time: Max advance notice: Retry count: Retry delay: TTS engine: Mon Tue Wed Thu Fri Sat Sun 08:00 08:00 08:00 08:00 08:00 None None 3 days 2 Yes No 4 hours flite None None Outbound Caller ID Fixed Caller ID: Caller ID Name: Outbound CID Mode: Default Call Flow Settings Initial Greeting - This is the first message played to the recipient. You can record a custom greeting or use the default. Be sure to include a message similar to the following: "This is an Appointment Reminder...". We have elected to use the default. Say Name - Select whether you would like the recipient s name to be said. If selected it will use Text To Speech to read the name of the person associated with the reminder. We have set this to yes. Date Announcement - We elected to use the default announcement which says: "You have an appointment scheduled on...". Say Appointment Date - This is selected to enable or disable the date announcement from the

6 previous step. We have selected Yes. Instructions - You can use default or custom instructions for the recipient. We elected the default which: "To confirm this appointment press ONE, to cancel press TWO, to request your appointment be rescheduled press THREE". You can record a custom message to be played here, however it must follow the outline listed above. Customer Service Extension - This is the destination a recipient is sent to if they select ZERO for customer service. We routed our demo to the operator s extension. Reschedule Behavior - This is what happens if the recipient selects THREE to have the appointment rescheduled. We can elect to either have the call transfered or simply log the action for a call back. We have selected transfer. Reschedule Extension - This is only used if the Reschedule Behavior in the previous step is set to transfer. Our example, is being re-routed to a queue that contains our scheduling staff. Report Options Daily Report Completion s - These are the addresses that will be sent the daily report. In our example we have specified the office manager. From - This is the address that the report will appear to come from. Attach As - You can select either a CSV or Plain Text file. Call flow customization Initial greeting: Say name: Date announcement: Say appointment date: Instructions: Customer service extension Reschedule behavior: Default Yes No Default Yes No Default Extensions Transfer <2008> Demo Rescheduling extension: Queues Test <4699> Report Options Daily report completion s(s): from: Attach as: manager@droffice.com report@droffice.com CSV Save

7 Press the save button when done and we will be directed to the Manage Receipients page for this reminder. Manage Recipients First we we need to create a CSV file. We use excel or some other editor to create our file in this format A B C Bob Smith :00:00 Joe Brown Alice Jones :15: :30:00 Once saved as a CSV, we will select Choose File and then select our newly created CSV. Once it is selected we can choose our action which will be the default of appending to an existing list. Manage recipients for Dr Office Demo Select CSV: Choose File appointment.csv Action: Append to existing list Upload We can now select Upload. If we created our CSV properly we will now see the following data populate under the Recipient List section: Recipient list Name Phone number Date Delete? 1 Bob Smith :00:00 2 Joe Brown :15:00 3 Alice Jones :30:00

8 Since we properly formatted our CSV, we see that all the names, numbers and appointment data is correct! However, we now remember that we forgot to add one recipient to our list. We can easily add that recipient in the NEW field. Simply click Save after inputting the additional recipient information. Recipient list 1 Name Phone number Date Delete? Bob Smith :00:00 2 Joe Brown :15:00 3 Alice Jones :30:00 Steve Williams Save Delete all Export this list August 2011 Su Mo Tu We Th Fr Sa Reporting Reminder- Drop down of all reminders on your system that you can pick to run the report for Start Date- Start date to run this report from. End Date- End date to run this report to. Filter By- You can pick to use the date of either the Appointment or the date the call was placed for the Start and End date filter above. Sort By- Pick how you want to sort the date by. Names- Sort report by the name of the person who was called. Call Status- Sort report by Called or Not Called. Appointment Date- Sort report by Appointment Date Call Date- Sort report by call date.

9 Generate a report Reminder: Dr. Preston Start Date: End Date: Filter by: Sort by: Extensions Extensions Generate When done press the Generate button and a CSV report will be generated that you can download. Schmooze Com Inc. (920)